Data and Information Improvement Clerk

Context

• At the World Food Program, we recognize the vital role of knowledge management in enhancing our operational efficiency and impact. As part of our commitment to continuous improvement, we are excited to offer volunteering opportunities that focus on advancing our knowledge management systems. Interns will gain hands-on experience in data management, information sharing, and the development of digital tools that support our global mission to save and change lives. This program provides a unique chance for interns to contribute to meaningful projects, learn from leading experts in the field, and develop skills that are essential for the volunteer’s future career.
• In support of the developing Knowledge management system, the primary objective of this volunteering opportunity is to enhance the office’s document management system by improving the file naming conventions, creating a comprehensive repository system for all documents, and training staff to efficiently use the new system. The volunteer will be mentored by the WFP Indonesia’s Head of Monitoring, Evaluation and Knowledge Management (M&E/KM) with technical guidance from the IT Officer.

Task description

Key Responsibilities:

• Improve File Naming System;
• Create a Repository System for All Documents;
• Train WFP Indonesia Staffs to Use the System.

Under the direct supervision of the Head of Monitoring, Evaluation, and Knowledge Management Unit, the UN Volunteer will undertake the following tasks:

• Review the current file naming conventions and identify areas for improvement.
• Develop a standardized file naming system that is logical, consistent, and easy to use.
• Ensure the new system can be easily adopted and understood by all staff members.
• Conduct an audit of existing documents and their storage locations.
• Design a centralized repository system for all office documents, ensuring it is secure, organized, and accessible.
• Implement the repository system, transferring existing documents as necessary and ensuring proper categorization and indexing.
• Develop training materials and guides to assist staff in understanding and using the new file naming and repository systems.
• Conduct training sessions, workshops, or one-on-one training to ensure all staff members are proficient in using the new system.
• Provide ongoing support and troubleshooting as staff transition to the new system (within the internship period).

Skills and experience

• Knowledge Management, Change Management, and Continuous Improvement.

Experiences in the following fields are of advantage:

• Data Management.
• Information management.

Languages

• English, Level: Fluent, Desirable
• Indonesian, Level: Fluent, Desirable

Source: https://app.unv.org/opportunities/1775354575004928